1. Introduction
Nashivai Safaris Ltd ("Nashivai Safaris", "we", "us", or "our") is committed to protecting your privacy and handling your personal data with transparency and care. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, make an enquiry, book a safari, trekking expedition, or beach holiday with us.
We operate under the laws of the United Republic of Tanzania and take our obligations under applicable data protection principles seriously. By using our website or services, you agree to the practices described in this policy.
2. Information We Collect
We collect personal information that you voluntarily provide to us and information automatically collected when you use our website.
2.1 Information You Provide Directly
- Contact details: Full name, email address, phone number, country of residence, and postal address.
- Booking information: Travel dates, number of travellers, special requirements (dietary, medical, mobility), passport details (for permit applications), nationality, date of birth.
- Payment information: Bank transfer details, partial card information (we do not store full card numbers; payments are processed via secure third-party gateways).
- Enquiry content: Messages, questions, trip preferences, and feedback you submit through our contact forms, WhatsApp, or email.
- Survey and review responses: Feedback you provide after your safari or trek.
2.2 Information Collected Automatically
- Log data: IP address, browser type, operating system, referring URLs, pages visited, and time spent on pages.
- Cookies and tracking: Session cookies, analytics cookies, and preference cookies. See Section 7 for our Cookie Policy.
- Device information: Screen resolution, device type, and language settings.
2.3 Information from Third Parties
- Travel agents and partner operators who refer clients to us.
- Review platforms (TripAdvisor, Google Reviews) where you have made your review public.
- Social media platforms if you interact with our pages or use social login features.
3. How We Use Your Information
We use your personal information for the following purposes:
- Safari & trek bookings: Processing reservations, issuing confirmation documents, coordinating logistics, and communicating itinerary details.
- Customer service: Responding to enquiries, resolving complaints, and providing pre- and post-travel support.
- Park permits & visa support: Submitting permit applications to the Tanzania National Parks Authority (TANAPA), Ngorongoro Conservation Area Authority (NCAA), and other regulatory bodies.
- Payment processing: Invoicing, processing deposits and final payments, and managing refunds.
- Legal obligations: Complying with Tanzania Revenue Authority (TRA) requirements, anti-money laundering obligations, and tourism authority regulations.
- Marketing (with consent): Sending newsletters, special offers, and destination guides. You may unsubscribe at any time.
- Website improvement: Analysing usage patterns to improve our website content and user experience.
- Safety: Sharing emergency contact information with guides, lodges, and evacuation services where necessary for your safety in the field.
4. Sharing Your Information
We do not sell your personal data. We share your information only in the circumstances described below:
4.1 Service Partners
We share necessary details (name, nationality, dietary requirements, medical notes) with our ground-level partners to fulfil your booking. These include:
- Lodges, tented camps, and hotels that accommodate you during your trip.
- Licensed safari guides and driver-guides.
- Mountain guides and porters' unions on Kilimanjaro and Mount Meru.
- Domestic flight operators (e.g., Coastal Aviation, Air Excel, Precision Air).
- Zanzibar tour operators and dive centres.
4.2 Regulatory Bodies
We are required to share booking details with TANAPA, NCAA, Kilimanjaro National Park (KINAPA), Tanzania Tourist Board (TTB), and other government authorities for permit and compliance purposes.
4.3 Payment Processors
Payment data is transmitted to our secure payment gateway providers. These providers are PCI-DSS compliant and do not use your payment data for any purpose other than processing your transaction.
4.4 Legal Requirements
We may disclose your information if required by law, court order, or government authority, or if we believe disclosure is necessary to protect the rights, property, or safety of Nashivai Safaris, our clients, or others.
5. Data Retention
We retain your personal data for as long as necessary to fulfil the purposes described in this policy and to comply with our legal obligations:
- Booking records: Retained for 7 years from the date of travel to comply with Tanzania tax and tourism regulations.
- Enquiry records (non-converted): Retained for 2 years from the date of enquiry.
- Marketing data: Retained until you unsubscribe or request deletion.
- Website analytics: Aggregated data retained indefinitely; individual session data purged after 26 months.
After the applicable retention period, your data is securely deleted or anonymised so it can no longer identify you.
6. Data Security
We take appropriate technical and organisational measures to protect your personal information from unauthorised access, alteration, disclosure, or destruction. These measures include:
- HTTPS encryption on all website pages.
- Password-protected and access-controlled internal systems.
- Restricted staff access on a need-to-know basis.
- Regular security reviews and staff training on data protection.
No method of internet transmission is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee absolute security. We will notify you of any data breach that materially affects your personal data as soon as practicable.
7. Cookies Policy
Our website uses cookies — small text files stored on your device — to improve your browsing experience. We use the following types of cookies:
- Essential cookies: Necessary for the website to function (e.g., session management, form submission). These cannot be disabled.
- Analytics cookies: Help us understand how visitors interact with our website (e.g., Google Analytics, anonymised). You may opt out via your browser settings or the Google Analytics opt-out browser add-on.
- Preference cookies: Remember your choices (e.g., language, currency preferences).
- Marketing cookies: Used to show relevant advertisements (if applicable). You may manage these through our cookie consent banner.
You can control cookies through your browser settings. Disabling cookies may affect the functionality of our website.
8. Your Rights
Subject to applicable law, you have the following rights regarding your personal data:
- Right of access: Request a copy of the personal data we hold about you.
- Right of rectification: Request correction of inaccurate or incomplete data.
- Right of erasure: Request deletion of your data (subject to legal retention obligations).
- Right to object: Object to processing for direct marketing purposes at any time.
- Right to withdraw consent: Withdraw consent for marketing communications at any time by clicking "unsubscribe" in our emails or contacting us.
- Right to data portability: Request your data in a machine-readable format where technically feasible.
To exercise any of these rights, contact us at info@nashivaisafaris.com. We will respond within 30 days of receiving your request.
9. Children's Privacy
Our services are not directed to children under the age of 18 without parental or guardian consent. When children are included in a family booking, we collect the necessary details (name, age, passport) solely for the purpose of fulfilling the booking (e.g., park permits, emergency contacts). We do not market our services directly to minors.
If you believe a child has provided us with personal information without appropriate consent, please contact us and we will promptly address the matter.
10. Third-Party Links
Our website contains links to third-party websites, including partner lodges, national park booking portals, airline websites, and travel review platforms. This Privacy Policy applies only to our website. We are not responsible for the privacy practices of third-party sites and encourage you to read their privacy policies before providing any personal information.
11. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will update the "Last Updated" date at the top of this policy and, where appropriate, notify you by email or a prominent notice on our website.
Your continued use of our website and services after any changes indicates your acceptance of the updated policy.
12. Contact Us
For questions, complaints, or requests relating to your personal data and this Privacy Policy, please contact us:
- Email: info@nashivaisafaris.com
- Phone / WhatsApp: +255 123 456 789
- Postal address: Nashivai Safaris Ltd, Arusha, Tanzania